The LEA must retain all documents submitted by the household or duplicates of those documents, including all relevant correspondence between the LEA and households. You may document and/or note information directly on the application when contacting families for further information. A separate sheet of paper can also be attached. If the documents cannot be kept, the verifying official must make a written record of the documents submitted. Copies of all relevant correspondence between the households selected for verification and the school must be maintained with program records for three years plus the current year.

For each application verified, LEAs must maintain records documenting:

The source of information used to verify the application

Documentation may include a wage stub or documentation from employer or collateral contacts

Any changes in eligibility as a result of verification, including:

the changes

the reason for the changes

date the changes were made

records of follow-up attempts and results

Program regulations also require LEAs to maintain a description of their verification activities.

This includes:

the total number of applications on file as of October 1

a summary of the verification efforts, including the selection process

the percentage and number of applications that have been verified

the LEA must also be able to demonstrate compliance with the confirmation review requirement and provision of a no-cost telephone number for assistance in the verification process

USDA Nondiscrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.